Job Description
We are recruiting for a Junior Executive Assistant to be based at the firm's Head Office in London. The role is to work Monday to Friday, 9.30am to 5.30pm (although as with all client-led industries a degree of flexibility is required), alongside a wider team of Executive Assistants.
The successful candidate will work in the heart of our Global Commercial Disputes group, playing a critical role in managing all routine and daily administrative tasks, whilst receiving continued support, mentoring and training to enable this career progression and create a stepping-stone to our Executive Assistant roles.
This role is an excellent opportunity for somebody who is looking to progress from an administrative role to an Executive Assistant role and who is keen to provide an exceptional service within a challenging and demanding environment.
The Firm
Reed Smith is a global law firm with more than 1,700 lawyers in 30 offices throughout Europe, the Middle East, Asia and the United States. Operating as one global partnership, we represent leading international businesses from FTSE 100 corporations to mid-market and emerging enterprises; advising clients on cross border transactions, international commercial disputes and regulation. We specialise in industries including financial services, life sciences, health care, energy and natural resources, entertainment and media, shipping and real estate.
We all share a common culture, with core values supporting the firm’s commitment to add value, achieve excellence, and promote professional development. London is our largest office with approximately 700 people, including over 350 fee earners across the full range of commercial practice areas. Consistent with the firm’s strategy, the office has grown significantly over the past five years. Key to this growth has been our ability to successfully integrate new hires into our business and give them a platform to flourish. We place a huge significance on listening to our people and incorporating their ideas wherever possible.
Responsibilities
* Act as gatekeeper for all stakeholders/ managers (e.g. take and share messages, manage expectations of callers, pass queries on to other fee earners/managers where appropriate).
* Supporting mid-junior level associates and trainees within the Global Commercial Disputes group.
* Use initiative to manage email accounts and to develop and maintain systems to promote efficiency.
* Build strong relationships with, and develop and maintain a comprehensive knowledge of, clients, mandates, and projects.
* Extensive and proactive diary management (to include understanding team preferences, highlighting and rectifying clashes, marking holidays/absences where appropriate, ensuring Outlook invitations are responded to and understanding team priorities for the day).
* Organise meetings including all ancillary arrangements (e.g. book meeting rooms and refreshments, arrange and provide technical support, and proactively prepare any necessary document packs).
* Attend and contribute to team meetings, to include collating and circulating agendas and progressing action points as appropriate.
* Liaising with relevant teams to secure appropriate room bookings.
* Managing calendar invitations.
* Build strong relationships with Partners, fee earners and other business services teams and maintain effective and efficient use of business support services.
* Identify and facilitate knowledge sharing within peer group and wider team, and provide team support to cover absences and during times of increased workflow.
* Maintain a comprehensive knowledge of, and ensure compliance with, quality standards, and the firm's policies in general.
* Collate BD activities for the group.
* Support the BD team with overlapping tasks and projects, as necessary, which may include updating marketing lists on our internal CRM system, preparing legal directory submission documentation, preparing referees for same, plus arranging meetings with Partners and legal directory personnel.
* Undertake additional ad hoc duties to support the group, as identified by your stakeholders/Practice Support Manager/group partners and as necessary.
Key Skills, Attributes and Experience
* Advanced knowledge of Microsoft Office Suite (in particular Word, Excel and PowerPoint). This role will demand extensive use of these packages and will also require excellent administrative skills and experience.
* Experience working in a law firm.
* Excellent audio skills and typing speeds.
* Excellent attention to detail and use of grammar.
* Excellent interpersonal and communication skills and the ability to work well within a team/be a strong team-player, and to interact at all levels.
* The ability to build strong relationships with internal and external clients.
* Commercial and financial acumen and a solution-focused attitude.
* Accuracy and pride in their work product.
* A collaborative attitude and be supportive of the business and its initiatives, plus a willingness to get to grips with new technology, taking the training opportunities provided by the firm.
* The ability to confidently manage and prioritise a varied workflow, and to remain proactive and flexible at all times.
* The ability to anticipate and identify potential problems and provide innovative solutions.
* Excellent organisational skills, with the ability to multi-task, keep calm under pressure and work to tight deadlines.
* Experience of working in a diverse team whilst fostering an inclusive team culture.
* An adaptable nature and be open to change, with a willingness and confidence to make suggestions for change where appropriate.
* A high level of professionalism and integrity; displaying the highest standard of professional ethics.
At Reed Smith, we welcome direct applications either in response to one of our advertised vacancies or on a speculative basis. Please click on the “Apply Now” button to submit your details and we will be in touch.
No search firms/agencies please.
Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, colour, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.
We are committed to making all stages of our recruitment process accessible to candidates with disabilities or long-term health conditions. If you have a disability or a long-term health condition and require adjustments to be made for you within the recruitment process, please contact a member of the Recruitment team. For more information on our approach to diversity and inclusion please visit our website.
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